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Buying in Education: Better Buying

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Buyer's Guide: Contractors. Pricing. How to buy. POLICY. 35. CUAs: Where do we ... 5. Go to the 'Buyers Guide' (bottom right-hand corner) for buying rules and ... – PowerPoint PPT presentation

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Title: Buying in Education: Better Buying


1
  • Buying in Education Better Buying
  • Brad Cocker
  • Principal Procurement Specialist

2
  • Todays Agenda
  • Who we are
  • Buying
  • - Where to find information
  • - The Buying Journey
  • - Policies and Thresholds
  • - Exemptions
  • Ed-email and Buying Matters
  • Common Use Arrangements
  • Purchasing Cards

3
TODAYS AGENDA
  • What do we want from this session?
  • Where to find information
  • Who to ask for help
  • Procurement policy and practices

4
WHO ARE WE?
  • Strategic Procurement
  • Lian Borlace
  • Director
  • Brad Cocker
  • Principal Procurement Specialist
  • Paul Arangio
  • A/Senior Procurement Consultant
  • Evana Ho
  • A/Procurement Support Officer
  • Megan Hinkley-Haynes
  • Business Trainee

5
WHAT DO WE DO?
  • Strategic Procurement
  • Provide information and advice on buying
  • Faster, easier buying
  • Identify opportunities to aggregate

6
WHO ARE WE?
Client Procurement Services Charles
Robertson A/Assistant Director John
Morrissey Senior Procurement Manager
(Education) Vince Rodino Senior Procurement
Manager (TAFE)
7
WHAT DO WE DO?
  • Client Procurement Services
  • Department of Treasury and Finance
  • Advice on exemptions
  • Advice on SSC policies
  • Undertakes procurement on behalf of government
    agencies gt20,000
  • iProcurement purchase order requisitions
  • Advice and support

8
BUYING
  • Where to find information?
  • Buying website
  • http//www.det.wa.edu.au/education/cps/
  • Buying Matters
  • Ed-e-mail
  • Government Contract Directory
  • http//www.dtf.wa.gov.au/cms/schools/schoolse.pdf
  • State Supply Commission
  • http//www.ssc.wa.gov.au

9
BUYING
  • Buying and Governance
  • We buy under two Acts
  • State Supply Commission Act 1991
  • Public Works Act 1902
  • School minor works
  • Playground equipment
  • Installation of items that will become part of
    existing infrastructure
  • -gt DTF Building Management and Works

10
BUYING
  • Buying and Governance
  • DTF Building Management and Works contacts

11
POLICY
  • State Supply Commission Policies
  • Policy requirements for the procurement of goods
    and services
  • Best practice principles and arrangements
  • Examples
  • Value for money
  • Probity and accountability
  • Open and effective competition
  • Transparency

12
POLICY BUYING THRESHOLDS
Not on Contract? What is the value of the good
or service you want to purchase?
13
POLICY BUYING THRESHOLDS
  • Direct Purchase up to 5,000
  • Simple, one-off purchases
  • One verbal quote
  • Record purchase
  • P-Cards Treasurers targets (Business cards)

14
POLICY BUYING THRESHOLDS
  • Verbal Quotations 5,000 to 19,999
  • Sufficient verbal quotations required (2 5)
  • Appropriate comparison between suppliers apples
    with apples
  • Justify and record decision (Verbal Quotation
    Form)
  • Notify all bidders of the results
  • Maintain all records on file

15
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16
POLICY BUYING THRESHOLDS
  • Written Quotations
  • 20,000 to 149,999
  • More complex planning required
  • Contact DTF Client Procurement Services (CPS)
    within DET on 9264 4712. CPS must be involved.
  • DTF Templates must be used
  • Evaluation Process
  • Publish on Tenders WA

17
POLICY BUYING THRESHOLDS
  • Public Tenders gt 150,000
  • You must seek DTF involvement (CPS)
  • Advertise West Australian, Tenders WA and local
    papers
  • DTF will work with you to develop the Tender, do
    the advertising, close the tender, evaluate with
    you, write up and recommend award

18
  • Buying Website
  • The Buying Journey
  • Schools Buying Kit
  • Exemptions
  • Buying Matters archive

19
BUYING WEBSITE
20
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21
BUYING WEBSITE

22
  • The Buying Journey
  • What do you want to buy?
  • Is it on a Common Use Arrangement?
  • Is it on a Department Contract?
  • Client Procurement Services must be involved in
    the process if gt20,000
  • Keep records

23
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24
BUYING
  • Schools Buying Kit
  • What is it?
  • Where is it?

25
BUYING WEBSITE
  • Schools Buying Kit
  • http//www.det.wa.edu.au/education/cps/5
  • Aid when making decisions to buy goods and
    services
  • List of resources and contacts
  • Outline of SSC policies
  • Buying Journey

26
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27
POLICY
What is an exemption?
28
POLICY
  • Why exemption?
  • Bona fide sole source of supply
  • Contract for the same requirement through a
    competitive process within the previous twelve
    months
  • Use of goods and services from a supplier
    integrated within a standard operating
    environment or contractual arrangement
    alternative product not suitable
  • Emergencies and exceptional circumstances

29
POLICY
  • How do I apply for an exemption?
  • Director Strategic Procurement
  • Exemption forms available on the Buying Website
  • http//www.det.wa.edu.au/education/cps/8
  • Should be made prior to making a purchase or
    giving a commitment to buy

30
POLICY
31
Headings Body Text
32
POLICY
CUAs What are they?
33
POLICY
  • Common Use Arrangements
  • What are they?
  • whole-of-government standing offer arrangement,
    awarded to a single supplier or a panel of
    suppliers, for the provision of specific goods or
    services commonly used within government .
  • CUA/WoG example
  • Supply of Personal Computers CUA 16503a
  • - Suppliers Acer, CDM, Dell, EDsys, HP, etc.
  • - Term 1 Sep 2004 31 Aug 2009
  • DET-specific contract
  • Desktop Computers and Associated Services
    ETT1315/2007
  • - Supplier CDM Computers
  • - Term 12 Dec 2008 11 Dec 2011

34
POLICY
  • Common Use Arrangements
  • Mandatory
  • Pick and Buy
  • More than 50 CUAs
  • Buyers Guide
  • Contractors
  • Pricing
  • How to buy

35
POLICY
CUAs Where do we find them?
36
POLICY
37
BUYING WITH A CUA
  • Go to the Government Contract Directory Schools
    Edition (also known as the Schools eBook)
    http//www.dtf.wa.gov.au/cms/schools/schoolse.pdf

38
BUYING WITH A CUA
2. Scroll to the Contents page. 3. Find
Cleaning, kitchen and bathroom products and
click to access the corresponding page.
39
BUYING WITH A CUA
4. View the items covered by the CUA (12905) and
the nominated suppliers.
40
BUYING WITH A CUA
5. Go to the Buyers Guide (bottom right-hand
corner) for buying rules and information on how
to buy.
41
BUYING WITH A CUA
6. Once you have an understanding of how to buy,
who to buy from and the rules for buying Go
shopping!
42
BUYING
  • Buying a good or service?
  • Check eBook is it on a CUA or DET contract?
  • No contract? Buy in accordance with Purchasing
    Thresholds rules.

43
BUYING
What to do if no CUA or DET-specific
contract? Refer to purchasing thresholds
44
  • Corporate Express contract
  • Non-mandatory
  • Order online (Net Express) or manually
    (catalogue)
  • Extended to November 2009
  • Some goods CE sell are under a CUA they are not a
    nominated supplier for
  • Always make value for money decisions

45
BUYING
  • New DET Contracts
  • School curriculum materials
  • Venue hire
  • School bus hire

46
BUYING
  • Purchasing/Business Cards
  • Purchase of high volume consumables lt5,000
  • Reduces administrative time and costs
  • Easy monitoring of budget balances
  • Prompt payment of suppliers

47
BUYING
  • Purchasing/Business Cards
  • What goods and services can I pay for?
  • Examples
  • Telecommunications bills
  • Online items/subscriptions
  • Will using it incur a surcharge?
  • CUA-nominated suppliers are not allowed to impose
    a surcharge for using your P/B Card. When
    purchasing off-contract, suppliers may impose a
    surcharge. If they do, they are required to
    inform you prior to making your purchase.

48
BUYING
  • Purchasing/Business Cards
  • Who should have a P-Card/Business card?
  • Anyone who regularly buys goods and services
    valued at less than 5,000 and is a permanent
    Department officer over 18 years of age.
  • How do I apply for a P-Card/Business card?
  • Phone 9270 3189
  • Email cardadministrator_at_det.wa.edu.au

49
REGIONAL BUYING
Regional Buying Centres Goldfields/Esperance htt
p//www.idcgold.org.au/tenders_rbc.asp Mid
West http//mwrbc.o2o.com.au/ South
West http//swbuying.mysouthwest.com.au/ Great
Southern Ph 9892 6502
50
Questions?
  • The Procurement Team in Education is here to help
  • Strategic Procurement
  • Client Procurement Services
  • Email us Buying_at_det.wa.edu.au
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